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EXECUTIVE ASSISTANT – SPA & MED SPA OPERATIONS

Locations: Maison Aqua Spa & Nuance Medi Spa
Employment Type: Full-Time
Reports To: Owners

POSITION OVERVIEW

Maison Aqua Spa & Nuance Medi Spa are looking for a highly organized, professional, proactive, and hands-on Executive Assistant to work closely with the owners in supporting the day-to-day operations and continued growth of both businesses.

The ideal candidate will have previous experience working in a spa, medical spa, luxury hotel, hospitality, wellness, or similar service-based environment and understand the importance of professionalism, discretion, organization, client experience, and attention to detail.

This is a dynamic role for someone who enjoys working closely with ownership, coordinating multiple priorities, communicating with companies and suppliers, organizing documentation, assisting with HR and payroll-related matters, and helping develop new business relationships and opportunities.

The successful candidate must be comfortable taking initiative, following up with people and companies, keeping detailed records, and ensuring that important tasks are completed accurately and on time.

KEY RESPONSIBILITIES

Executive & Administrative Support

Work closely with the owners to assist with the daily administration and operations of both businesses.
Maintain organized digital and physical documentation and files.
Prepare, organize, update, and maintain company documents, forms, agreements, policies, and records.
Assist with preparing reports, spreadsheets, presentations, correspondence, and other administrative materials.
Coordinate meetings, appointments, follow-ups, and business-related activities for ownership.
Keep track of outstanding tasks and follow up to ensure deadlines are met.
Handle confidential information with professionalism and discretion.
Assist the owners with special projects and operational priorities as required.

HR & Employee Documentation

Assist with maintaining organized employee files and HR documentation.
Prepare and organize employment contracts, onboarding documents, forms, policies, and other employee-related paperwork.
Assist with new employee onboarding and ensure required documentation is completed.
Maintain records relating to employee certifications, training, renewals, and other requirements.
Assist management with employee documentation and follow-up when required.
Help coordinate staff meetings, training sessions, and internal communications.
Maintain confidentiality regarding employee and company information.

Payroll & Administrative Support

Assist with payroll-related administrative tasks and documentation.
Collect, organize, and verify payroll information before submission.
Assist with tracking hours, schedules, vacation information, and other payroll-related records.
Communicate with payroll providers or appropriate internal contacts when clarification or follow-up is required.
Maintain accurate payroll documentation and records.
Assist with resolving administrative payroll questions or discrepancies.

Business Development & Partnerships

Research and identify companies, brands, suppliers, organizations, hotels, businesses, and professionals that may be potential partners for the spa and medical spa.
Contact companies to explore collaboration, partnership, promotional, referral, and business development opportunities.
Communicate professionally by phone, email, and in person with potential business partners.
Follow up with companies and maintain organized records of conversations and opportunities.
Assist in developing relationships with hotels, tourism organizations, corporations, wellness businesses, beauty brands, medical professionals, event organizers, and other relevant partners.
Help coordinate collaborations, promotions, events, and partnership initiatives.
Maintain a database or organized record of potential and existing business relationships.

Events, Trade Shows & Promotion

Attend industry trade shows, conferences, networking events, promotional events, and other business functions on behalf of the spas.
Represent Maison Aqua Spa and Nuance Medi Spa in a professional and positive manner.
Promote the businesses, services, treatments, memberships, packages, and brand.
Network with potential business partners, suppliers, professionals, hotels, and other industry contacts.
Collect business contacts and follow up with potential opportunities after events.
Assist with organizing the spas' participation in trade shows and promotional events.
Help coordinate promotional materials, displays, samples, business cards, and other event requirements.
Participate in special events and marketing initiatives as requested by ownership.

Spa & Med Spa Operations Support

Assist the owners with operational projects and priorities across both locations.
Communicate with suppliers, service providers, contractors, and other companies as required.
Assist with ordering, documentation, vendor communication, and follow-up.
Help identify operational issues and bring them to the attention of ownership.
Assist with implementing new procedures, services, products, systems, and initiatives.
Support communication between ownership, management, and staff.
Assist with maintaining a high level of organization and professionalism throughout the businesses.

QUALIFICATIONS & EXPERIENCE

Previous experience in a spa, medical spa, luxury hotel, hospitality, wellness, beauty, healthcare, or similar service environment is strongly preferred.
Previous Executive Assistant, Administrative Assistant, Spa Coordinator, Hotel Coordinator, Operations Coordinator, or similar experience.
Excellent organizational and time-management skills.
Strong written and verbal communication skills.
Professional telephone and email communication skills.
Comfortable communicating with business owners, suppliers, companies, professionals, and potential partners.
Strong attention to detail and ability to maintain accurate documentation.
Comfortable handling confidential information.
Proficient with Microsoft Office, Google Workspace, spreadsheets, email, and other administrative systems.
Comfortable learning new software and systems.
Ability to manage multiple priorities and work independently.
Strong follow-up skills — able to ensure that calls, emails, documents, and projects do not get forgotten.
Professional appearance and demeanor.
Must be comfortable attending trade shows, networking events, and business functions as a representative of the company.
Must be flexible and willing to assist with a variety of administrative and operational tasks.

THE IDEAL CANDIDATE

We are looking for someone who is:

Highly organized and detail-oriented
Proactive rather than reactive
Professional and confident
A strong communicator
Reliable and accountable
Comfortable speaking with businesses and making professional calls
Excellent at follow-up
Discreet and trustworthy
Comfortable working directly with business owners
Able to multitask and prioritize
Positive, polished, and personable
Interested in the spa, wellness, beauty, hospitality, and medical aesthetics industries

The successful candidate should be someone who can take a task from “this needs to be done” to “this has been completed” with minimal supervision.

WHAT WE OFFER

Full-time position in a growing spa and medical spa environment.
Opportunity to work directly with ownership.
Exposure to business operations, HR, payroll administration, partnerships, marketing, and business development.
Opportunities to attend industry events, trade shows, and networking functions.
Opportunity for growth and increased responsibility within the organization.
Employee spa and wellness benefits, where applicable.

HOW TO APPLY

Please submit your resume and a brief cover letter outlining your previous experience, particularly any experience in the spa, hotel, hospitality, wellness, medical spa, or beauty industry, and why you would be a strong fit for this position.

We are looking for someone who is ready to become an integral part of the team and work closely with ownership to help support and grow our businesses.

ADJOINTE EXÉCUTIVE – OPÉRATIONS SPA & MÉDISPA

Lieux de travail : Maison Aqua Spa & Nuance Medi Spa
Type d’emploi : Temps plein
Supérieur(e) immédiat(e) : Propriétaires

DESCRIPTION DU POSTE

Maison Aqua Spa et Nuance Medi Spa sont à la recherche d’une adjointe exécutive hautement organisée, professionnelle, proactive et polyvalente afin de travailler en étroite collaboration avec les propriétaires et de les soutenir dans la gestion quotidienne ainsi que dans le développement des deux établissements.

La candidate idéale possède une expérience antérieure dans un spa, une médispa, un hôtel haut de gamme, le secteur de l’hospitalité, du bien-être ou un environnement de services similaire. Elle comprend l’importance du professionnalisme, de la discrétion, de l’organisation, du service à la clientèle et du souci du détail.

Il s’agit d’un poste dynamique qui convient à une personne qui aime travailler directement avec les propriétaires, gérer plusieurs priorités, préparer et maintenir la documentation, effectuer des suivis auprès de différentes entreprises, participer aux tâches administratives liées aux ressources humaines et à la paie, ainsi que développer de nouvelles relations d’affaires et occasions de collaboration.

La personne recherchée doit être à l’aise de prendre des initiatives, d’effectuer des appels et des suivis auprès de différents intervenants, de tenir des dossiers précis et de s’assurer que les tâches importantes sont complétées efficacement et dans les délais prévus.

PRINCIPALES RESPONSABILITÉS

Soutien exécutif et administratif

Travailler en étroite collaboration avec les propriétaires afin de les soutenir dans la gestion quotidienne des deux établissements.
Organiser et maintenir les dossiers et documents physiques et électroniques.
Préparer, organiser, mettre à jour et conserver différents documents de l’entreprise, formulaires, ententes, politiques et dossiers.
Préparer des rapports, tableaux, présentations, correspondances et autres documents administratifs.
Coordonner les rencontres, rendez-vous, suivis et activités professionnelles des propriétaires.
Effectuer le suivi des tâches en cours afin de s’assurer que les échéanciers sont respectés.
Gérer les renseignements confidentiels avec professionnalisme et discrétion.
Participer à différents projets spéciaux et priorités opérationnelles selon les besoins des propriétaires.

Ressources humaines et documentation des employés

Assister à la gestion et au maintien des dossiers des employés et de la documentation RH.
Préparer et organiser les contrats de travail, documents d’intégration, formulaires, politiques et autres documents liés aux employés.
Participer à l’accueil et à l’intégration des nouveaux employés et s’assurer que la documentation requise est complétée.
Tenir à jour les dossiers relatifs aux certifications, formations, renouvellements et autres exigences des employés.
Assister la direction dans la préparation et le suivi de documents liés aux employés.
Coordonner certaines réunions d’équipe, formations et communications internes.
Assurer la confidentialité de tous les renseignements relatifs aux employés et à l’entreprise.

Soutien administratif lié à la paie

Effectuer diverses tâches administratives liées à la préparation de la paie.
Recueillir, organiser et vérifier les informations nécessaires à la paie avant leur transmission.
Participer au suivi des heures travaillées, horaires, vacances et autres informations pertinentes à la paie.
Communiquer avec le fournisseur

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